Associate Specialist, Projects

Main purpose of role:

The Associate Specialist, Projects is an operational generalist embedded within an assigned cluster of EU-funded contracts, responsible for the full range of project operations that sit below the Project Owner's strategic and client-facing work. This includes financial management, human resources administration, logistics coordination, and procurement support. The Project Associate works under the line management of the Delivery Manager and in structured coordination with Project Owners.

 Accountability boundary.  The Project Associate supports the Project Owner's delivery of operational requirements. The Project Owner retains ultimate responsibility for flawless delivery across all dimensions of the contract. Where the Project Associate identifies a risk, delay, or quality concern in any operational area, prompt escalation to the Project Owner and Delivery Manager is not optional. The Project Associate's responsibility is to enable, execute, and flag, never to absorb accountability that rests with the Project Owner.

Main responsibilities:

Project Finance

The Project Associate sets up and maintains Oracle project accounts, including WBS structure, billing details, ceilings and budgets, rate schedules, and expert cost and bill rates. Month-end responsibilities include reviewing and uploading Field Expense Reports, preparing accrual entries, generating revenue, running profitability reports, and meeting with the Project Owner to review GL entries against the PM Tool. The Project Associate with the support of the Project Owner prepares all client invoice documentation, including prefinancing guarantees, interim invoices, and supporting annexes, and assists the accounts receivable team in applying payment. The Project Owner reviews and signs off on all financial documentation.

Human Resources Administration

The Project Associate supports the contracting, mobilization, and administrative management of key and non-key experts, including preparation of expert agreements, tracking of working day consumption against contractual ceilings, coordination of visa and travel documentation, and maintenance of personnel files in accordance with DAI policy. The Project Associate monitors expert deployment schedules and flags approaching ceiling constraints or compliance issues to the Project Owner in advance.

Logistics Coordination

The Project Associate coordinates the practical logistics of project operations, including field office setup and maintenance, equipment procurement and tracking, travel bookings and per diem arrangements, and coordination with local project offices. Where projects involve in-country teams, the Project Associate serves as the primary administrative liaison between portfolio hub and the field.

Procurement Support

The Project Associate supports the Project Owner in executing procurement processes in accordance with EU and DAI rules, including preparation of terms of reference, tendering documentation, and contract award records. The Project Associate maintains procurement registers, tracks subcontractor performance milestones, and coordinates payment processing for subcontractors and service providers in coordination with DAI's Accounts Payable function.

Audits and Reconciliations

The Project Associate is DAI's first operational responder to external project audits, including the external verification review process, collecting required documentation per auditor samples, coordinating clarification responses within the two-day target, and raising recovery notes where required. Monthly reconciliation responsibilities include running Unbilled, Backlog, Profitability, and Express Expenditure Items reports and resolving exceptions in coordination with the MIS, AP, AR, and accounting teams.

 Qualifications, knowledge, skills and experience:

 Essential:

• Relevant finance experience, supported by strong financial management skills.
• Experience using finance systems and software.
• Excellent time management skills, with the ability to meet deadlines, manage multiple stakeholder expectations, and work independently under pressure.
• A collaborative team player, able to work effectively across Project Delivery and the wider Finance team, including the Finance Performance Centre.
• Strong analytical and problem-solving skills.
• Excellent interpersonal, written, and verbal communication skills, with the ability to keep stakeholders appropriately informed.
• Discretion and sensitivity in handling confidential information.
• Driven and motivated combined with the ability to establish and maintain positive working relationships both internally and externally to deliver against programme and business targets.
• Flexibility, versatile and tolerant in a changing work environment with the ability to work effectively under pressure and to tight deadlines.
• Proficient in Microsoft Office applications.
• Reference: i0w2lAffPb3WFA9AwlbB9VHgsORK_nyRx6SAS7C7HvKf3AEDoanjpOw1oZzopUT4

Desirable:

• Experience in professional services (consultancy sector)
• Accountancy qualification (or working towards)
• Understanding of International Development
• Oracle experience

Status: eligible to work in the Serbia.